Tasks, Competencies & Salaries for Recordkeeping Professionals (TCSRP)

Transcription

1 ASA and RMAA Joint Education Steering Committee Tasks, Competencies & Salaries for Recordkeeping Professionals (TCSRP) Contents TCSRP & the Statement of Knowledge:... 1 Purpose:... 1 Definitions:... 1 Introduction:... 2 Competencies & Employability Skills:... 4 TCSRP & the Statement of Knowledge The TCSRP is a guide to recordkeeping professionals on the tasks, competencies and salaries that can be expected at each band of their professional career. It also provides an insight into the various career progression levels professionals can aspire towards. As such, it complements the Statement of Knowledge that identifies the theories, standards and ethics of the profession with the associated practical skills, competencies and remuneration. Purpose To develop a tool which indicates the minimum salaries recordkeeping practitioners can expect at particular bands of expertise according to the tasks they perform and the skills and knowledge required and how these can be acquired through training and education. Definitions Terms and definitions used, other than those below, are based on the terms and definitions from ISO/AS15489 Records Management Part 1 General (Standard Australia 2002). Footnotes are used to define terms that are not included in the Standard. Organisation: Used for organisations, entities, agencies and/or enterprises both public and private sectors.

2 Band: Used to describe a collection of knowledge and skills applicable for a particular group of tasks. Band 1 is the entry level position in table. Recordkeeping: Used to describe the broad range of activities covered in the continuum approach to the management of records. Definition includes: records and archives management, knowledge and information management. RIM: Records & Information Management. Introduction The term band does not equate to the salary levels used in the government sector. This is not possible as levels vary significantly between the public (federal, state and local) and private sector across Australasia. The level of recordkeeping in organisations varies enormously so not all organisations will carry out all the tasks associated with these competencies. Similarly in a small organisation the complete range of tasks may be carried out by an individual. Consequently salaries also vary enormously. Many of these activities may be undertaken by non-recordkeeping positions in the organisations, where this is the case these tasks should be written into position descriptions. The document Tasks, Competencies and Salaries for Recordkeeping Professionals (TCSRP) is an addendum to the Statement of Knowledge for Recordkeeping Professionals (SOKRP) 1 jointly prepared by the Australian Society of Archivists (ASA) and the Records Management Association of Australasia (RMAA). The TCSRP is based on the following publications: Job descriptions for records and information management 2 by the American Records Management Association (ARMA); BSB07 Business Services Training Package (Recordkeeping), 3 Standard AS/ ISO ASA and RMAA Joint Education Steering Committee. (2006). Statement of knowledge for recordkeeping professionals. Retrieved 18 March 2010, from 2 American Records Management Association (ARMA). (2008). Job descriptions for records and information management. USA: ARMA International. 3 Department of Education, Employment & Workplace Relations (2007) BSB07 Business Services Training Package. Vols 1&2, Innovation & Business Skills Australia: East Melbourne, Victoria. Standards are also listed on the National Training Information Service (NTIS) website at 4 Standards Australia (2002). AS ISO Sydney: Standards Australia 2

3 The Ministerial Council on Education, Employment, Training and Youth Affairs (MCEETYA) determine what constitutes a course and what the different levels of learning are. This information is provided to all individuals and organisations providing training and indeed investigating competency levels as the Australian Qualifications Framework. 5 The AQF determines that Certificate I-IV are a vocational education and traing sector level qualification based on competancy standards set out in BSB07. The Diploma, Advanced Diploma, Vocational Graduate Certificate and Vocational graduate Diploma are likewise a vocational level qualification. The higher education sector offer qualifications from the level of Associate Degrees. The AQF fully describes what is expected at each level of education and training. The minimum level of training has been provided for each of the first five levels. These are presented as generic descriptors but in every case a candidate for a position at a level must demonstrate that their certification has included recordkeeping units. Postgraduate study by thesis should be considered as an extension of professional development, such that a masters by coursework provides a broader training/education than a masters by thesis. Professional development should be a continuous process at all levels. Websites of the following institutions that offer information management education include: Charles Darwin University Charles Sturt University Curtin University Deakin University Edith Cowan University Monash University RMIT University University of Canberra University of Melbourne University of South Australia University of Technology, Sydney University of Tasmania These higher education courses may be accredited with the RMAA, ASA or ALIA, recomended by IIM, AICCM and ACS or be part of the competency based course structure accredited through BSB07 trainers. The latter are offered by registered training organisations (RTO) or the TAFE sector (also RTOs), although in the Northern Territory some components of this recordkeeping training are offered by Charles Darwin University. 5 Australian Qualifications Framework Council (2007) Implementation Handbook. (4th ed.) AQFC: Adelaide 3

4 Competencies & Employability Skills Although this project focuses on the domain-specific core competencies (knowledge and skills) required by recordkeeping practitioners/professionals it is necessary to emphasise that other skills (employability skills) are also important in the workplace. Employability skills are generic in nature and are important at all levels and types of positions from entry level to senior management. The level and type of employability skills or transferable workplace competencies required varies with the level and type of position. Employability skills are the more personal skills, as distinct from the domain-specific skills, necessary to get, keep and do a job well. Australia s Employability Skills were developed in 2002 by the Business Council of Australia and the Australian Chamber of Commerce and Industry, in consultation with other peak employer bodies. 6 Eight specific employability skills are identified in the Employability Skills for the Future report which is still available on the DEST website. 7 The employability skills identified include the skills, attitudes and actions that enable employees to communicate and get along well with others in the workplace and make appropriate decisions when necessary. The framework focuses on communication, teamwork, problem solving, initiative and enterprise, planning and organising, self-management, learning, and the use of technology. The report also emphasises the importance of the personal attributes of employees, that is the values, personality traits, and personal characteristics that employers seek such as honesty and integrity. The importance of these employability skills is demonstrated in the prominent role they play in job advertisements and position descriptions. Essential criteria for applicants may focus on well developed teaming skills, well developed communication skills, a high level of computer literacy, analytical and problem solving skills, and change management skills, as well as a high level of personal integrity, etc. Since 2005 the policy of the National Quality Council (previously the National Training Quality Council) has been to deliberately embed applicable employability skills into units of competency in Training Packages. 8 Each unit of competency was reviewed and where gaps existed modifications were made to units of competency. 9 The Employability Skills initiative is ongoing. For example, a Job Ready Certificate is being developed currently by the Australian Government. It is anticipated the Job Ready Certificate will assess and report on employability skills of students who complete secondary school and have undertaken a VET in Schools program and had on-the-job experience. Progress on this initiative can also be monitored on the DEST website Department of Education, Employment and Workplace Relations. (n.d.). Employability skills. 7 Commonwealth Department of Education, Science and Training. (2002). Employability skills for the future. BB0CD517344F/24753/EmployabilitySkillsfortheFuturefinal_report141.pdf 8 Department of Education, Employment and Workplace Relations. (2009). Employability skills in training packages. 9 Department of Education, Employment and Workplace Relations. (2006). Employability skills: From framework to practice. An introductory guide for trainers and assessors. 4

5 Note the information on Employability skills is now at The AQF encourages that all certification include a statement indicating that the qualification has been recognised under the AQF and that the employability skills provided to the recipient of the award can be found described on the Employability Skills website ( All courses accredited under the BSB 07 can be found on this website. The discussion of employability skills and higher education has led to Universities Australia proposing an increase in the funding for the National Intership Scheme. The same list of employability skills are used in the higher education sector as in the VET sector (see Precision Consultancy 2006, 2007). Personal professional development and involvement with the profession at all levels is essential to the ongoing development of the RIM profession. This can be achieved by participation in industry associations and thereby being involved in the development of industry trends, methods and techniques. Building and maintaining sustainable and collaborative relationships with industry stakeholders will cultivate and contribute to the development and awareness of the profession. A critical employment requirement is professional personal behaviour in the workforce and when representing the organisation. This is achieved by ensuring the highest ethical standards are maintained, with leadership of the highest quality. Demonstrated compliance with workplace and professional code of conduct and the organisation s ethical statements will contribute towards establishing credibility and integrity of a RIM professional. The following statements are examples of employability skills that may be included in position descriptions relating to recordkeeping across all bands: Communicate with staff regarding workload and performance Communicate and interact with customers to provide effective customer service. Demonstrate ability to utilise technology in the day to day functions of this position Maintain quality and effectiveness when experiencing changes in assigned tasks, work environment, or conditions affecting the organisation. Participate in team-building exercises to achieve organisational goals. Recognise conflicts and manage relationships. Participate in emergency plan preparation and drills. Identify and document problems in work processes and suggest improvements to management to support the organisation s strategic plan. Develop, maintain, and improve relationships with information technology specialists, internal customers, and other stakeholders Develop and maintain professional, industry, and organisational knowledge to serve as a subject matter expert. 10 Department of Education, Employment and Workplace Relations. (2009). Job ready certificate and discussion paper. 5

6 Developed jointly by members of the WA Branches of the ASA and RMAA: Dr Margaret Pember, FRMA, Archivist, Iona Presentation College ( ) Alan Ralph, Director, National Archives, Perth Jane Larke, ARMA, Director, Information Management, Curtin University of Technology Pauline Joseph, ARMA, Associate Lecturer, Records and Archives Management, Curtin University of Technology Dr Roberta Cowan, Archivist (various Catholic organisations) Megan Whittle, RMAA WA Branch Councillor Further information regarding the process of developing the TCSRC can be found in the following articles: Pember, M. (2010). Mapping of recordkeeping tasks and competencies to salaries: What are you really worth? - Part 1. Informaa Quarterly, 26(1), Pember, M. (2010). Mapping of recordkeeping tasks and competencies to salaries: What are you really worth? - Part 2. Informaa Quarterly, 26(2), Joseph, P., Larke, J., Cowan, R., Ralph, A., Whittle, M. (2010). Statement of knowledge for recordkeeping professionals: Tasks Competencies and Salaries. Informaa Quarterly, 26(3) 6

7 Statement of Knowledge for Recordkeeping Professionals: Tasks, Competencies and Salaries Band 1 Description of Tasks: Relevant Training *providing relevant elective units have been taken during course Indication of Salary ASA/RMAA Membership Categories 1.1 Processing mail includes: sort incoming mail [according to agency policy and procedures] record mail statistics [according to agency requirements] open mail [according to agency requirements, should include date stamping] mail distribution [within the agency, may be to pigeon holes] processing outgoing mail [may include statistics for charge back, franking, etc] 1.2 Scan and OCR hardcopy records [according to agency policy and procedures] 1.3 Attach records to file with file numbers assigned 1.4 File returns [includes logging back into the system and returning to correct location] Certificate II Business* Certificate III in Business* Certificate IV in Business* Certificate III in Business Administration* Certificate III in Recordkeeping $20,000-45,000-$49,000 Description: operational records activities, works under supervision, often no previous experience required so may learn on the job. Experience and completion of relevant vocational or tertiary qualifications (or demonstrated progress towards) usually required at higher end of salary range. 1.5 Physical folder creation [includes colour-coding, labelling, bar-coding] 1.6 Physical folder maintenance [basic file repair, relabelling as required] 1.7 File tracking and audits - [barcode audits, within records area and across the agency]. May also include tracking of reference materials 1.8 Process Bring-ups [retrieving files and logging out to relevant action officer] 1.9 Basic retrieval requests [retrieving files from records area with file numbers provided] 1.10 Preparation of temporary value records for off-site secondary storage [preparation of box contents lists, logging online request to collect/deliver boxes for offsite storage, update locations in system] 1.11 Participate in disaster recovery (includes business continuity) activities and planning to provide the availability of and access to organisational records and information following a business disruption. 7

8 Band 2 Description of Tasks Relevant Training Indication of Salary ASA/RMAA Membership Categories 2.1 Registration in corporate system based on indexing provided following established procedures - data entry only [corporate system may be EDRMS or spreadsheet, hardcopy register, etc] 2.2 QA of scanned images and/or OCR text [against agency scanning standards and procedures, includes check for legibility, readability, completeness, page orientation and workflow initiation] 2.3 More complex retrieval requests [e.g. keyword file retrieval] 2.4 Basic appraisal of closed files according to approved R&D schedule [sentencing by applying retention codes based on class/series] 2.5 Preparation of closed files for disposal [may be off-site storage, destruction or permanent retention] Certificate III in Business Administration Certificate IV in Business Administration Certificate III in Business Administration (Medical) Certificate III in Recordkeeping Certificate IV in Recordkeeping Bachelor level degrees with demonstrated: minor component in RK major and multiple component in RM Diploma of Recordkeeping $40,000-$46,000-$53,000 Description: previous operational recordkeeping experience and knowledge required. Completion of relevant vocational or tertiary qualifications (or demonstrated progress towards) usually required at higher end of salary range. Associate Professional membership with RMAA Chartered Professional membership with RMAA Professional membership with ASA 2.6 Creation of destruction authority lists [listing retention codes, record descriptions, approved schedule number and authority sign-off by responsible area] Graduate Certificate [recordkeeping units] Graduate Diploma [recordkeeping units] 2.7 Assist in the preservation of permanent value records for archival storage [eg demetalling10, housing in archival quality enclosures and boxes] 2.8 Migration of data following established procedures. This may include a review and cleanup of metadata 8

9 Band 3 Description of Tasks Relevant Training Indication of Salary ASA/RMAA Membership Categories 3.1 Indexing/classification of incoming items using controlled language specific to organisation [eg KAAA, KFC, BCS] 3.2 File creation on system 3.3 Appraisal of more complex items against approved R&D schedule [more in-depth organisational knowledge required for decision making, includes classes out of scope of current approved R & D schedule] Certificate IV in Recordkeeping Diploma of Recordkeeping Advanced Diploma of Recordkeeping Bachelor Degree, Graduate Certificate, Post Graduate Diploma Masters (coursework) of [recordkeeping units] $48,000-$52,000-$65,000 Description: relevant experience with high level of proficiency and expertise in dealing with a range of complex tasks and problems with reference to established standards, practices and procedures; ability to manage small teams. Associate Professional membership with RMAA Chartered Professional membership with RMAA Professional Membership with ASA 3.4 Assign security and access control from existing security model [requires organisational knowledge] 3.5 Basic supervision of small team [less than 4 staff] Completion of relevant vocational or tertiary qualifications (or demonstrated progress towards) usually required at higher end of salary range. 3.6 Internal induction/training for own team 3.7 More complex retrieval requests [complex research required] 3.8 Legal support, including discovery, legal; hold, FOI, and so forth 3.9 Contribute to records procedures development [organisation-wide] 3.10 Help desk enquiries [1 st level support, escalate other queries as required] 3.11 Support forms development program 3.12 Provide input into selecting software 9

10 Band 4 Description of Tasks Relevant Training Indication of Salary ASA/RMAA Membership Categories 4.1 Develop and document procedures for all operational RIM processes performed at the lower levels. [Such as mail handling, delivery, help desk services, basic document control and maintenance.] 4.2 Develop RIM user friendly guides and advice sheets for Records and non-records staff alike 4.3 Conduct user training in RIM policies and practices according to the RIM project objectives for staff. 4.4 Develop promotional activities and materials. [Skills required in multi-media formats eg Word/web based materials, flyers, presentations etc] 4.5 Undertake basic project management i.e. Low risk project. [Such as coordination of small projects covering any of the processes stated in the lower levels eg box transfers etc.] Advanced Diploma of Recordkeeping Bachelor Degree, Graduate Certificate, Post Graduate Diploma / Masters (coursework) of [recordkeeping units] with experience $57,000- $65,000-$80,000 Description: manager or specialist with responsibility for projects or may manage a service, project, or range of smaller projects, may provide specialist advice to management. Completion of relevant vocational or tertiary qualifications (or demonstrated progress towards) usually required at higher end of salary range. Chartered Professional membership with RMAA Professional membership with ASA 4.6 Prepare archival arrangement and description [ in accordance with international best practice, principles and standards] 4.7 Lead QA procedures to validate the integrity of registered records. [i.e. monitoring classification, titling, security and other metadata for completeness and thoroughness of true record s content.] 4.8 Management of physical storage facilities. [Including: resource and space requirements and Humidity controls in accordance with ISO stated criteria. ] 4.9 Contribute to the organisation s disaster recovery planning, business continuity planning, and assessment of vital records programmes Conduct records inventory 10

11 Band 5 Description of Tasks Relevant Training Indication of Salary ASA/RMAA Membership Categories Provide RIM System administration [i.e. ECM/BCM, EDRMS systems] which includes: creation of access control and security groups and the overall quality control of the system. Regularly conduct Business Analysis; appraising, monitoring and reviewing the organisation s business requirements and building in the appropriate RIM policies and procedures that achieve compliance with technology, legal and RIM requirements. Direct complex project management i.e. High Risk activities such as: Masters (coursework) of [recordkeeping units] $72,000-$85,000-$95,000 Description: senior professional manager or specialist with responsibility for significant organisational information management services/projects/programs; Chartered Professional Membership with RMAA or Professional Membership with ASA EDRMS implementation [i.e. contract negotiation and some financial management]; Providing the necessary leadership and strategic direction to achieve a successful operation of an all encompassing RIM program. should have relevant experience with high level of proficiency and expertise in dealing with a range of 5.4 Lead the development, implementation and maintenance of a controlled vocabulary for the organisation [e.g. thesaurus, classification, BCS] complex and detailed operational, conceptual and policy-related issues. 5.5 Development and maintenance of the organisation s R&D schedules [Disposal Authorities] in accordance with the organisation s: recordkeeping policies, legal and regulatory requirements, and current business needs. 5.6 Direct the implementation of the approved R & D schedules [Disposal Authorities] 5.7 Management of a continuing staff training program. Maintain oversight of the program s content, principles, standards to keep abreast of change and developments within the professional IM industry. 5.8 Actively partner with IT to assist in the design, specifications and implementation or ongoing improvement of an organisation s ECM System. 5.9 Design and implement an all encompassing Risk Management strategy to identify and mitigate potential RIM risks. Including: Disaster Planning; Business continuity; Legal holds; Outsourcing; and a vital records program 5.10 Develop and implement a forms management program 5.11 Manage records audit for RIM compliance ( internal and external ) 5.12 Directing recordkeeping issues relating to organisational mergers and acquisitions 5.13 Development of RIM marketing and communication plan to achieve awareness and integration of the organisation s RIM program Review and Evaluate the records program against stated Business plans and strategic objectives Completion of relevant tertiary qualifications usually required at higher end of salary range. 11

12 Band 6 Description of Tasks Relevant Training Indication of Salary ASA/RMAA Membership Categories FOI decision-maker/ coordinator Overall RIM Security policy &model responsibility As for Band 5 with at least five years experience and demonstrated ongoing professional development. $81,031-$86,548-$120,479 Top level professional manager or senior specialist overall responsibility for significant organisational 6.3 Perform HR tasks. services/projects/programs or Including PR and administrative aspects such as: provision of highly Liaison with HR department for recruitment, succession, planning, etc. specialised advice to very Actively work with staff to support opportunities for career development consistent with senior management and/or RIM program objectives government (at top end of and to ultimately provide opportunities to ensure team effectiveness salary range) 6.4 Project Leader, Sponsor and Coordinator. Demonstrated through: Sponsoring projects and programs by reviewing proposals and making recommendations to further the organisational goals and objectives Regularly provide program and project information to executive management and stakeholders Evaluate, authorize, and acquire the necessary organisational resources to administer the RIM program 6.5 Strategic policy & planning for Corporate Information Management (CIM) Develop a strategic plan for RIM using best practice methodologies to support and achieve longrange organisational goals. 6.6 Demonstrate responsibility and the overall co-ordination of the organisation s RIM program. [i.e. policy development and implementation through: the RK framework, and associated policy documents, regulatory obligations, knowledge of industry benchmarks, and organisational requirements to demonstrate RIM compliance and best practices], Providing the necessary governance skills of a successful RIM program to staff and stakeholders. 6.7 Develop and establish the organisation s long-term preservation and maintenance plan for records in all formats. 6.8 Assess and allocate the necessary resources to ensure efficient and effective implementation of an ongoing RIM program. [ through contract negotiation and management which includes: agreements, contracts, tenders, EOIs etc] 6.9 Overall Resource Management Including: Accounting, Financial and HR Advise and comment on relevant draft legislation, and regulations as required. 12